Managing your users: Creating user roles and setting capabilities

This article explains what user roles are, how to create new roles, how to view and edit the capabilities of existing roles, and how to import roles from other workspaces.

Each new user on your workspace must be assigned a ‘role’. User roles determine the different capabilities that each user is granted within a workspace.

When you create your first workspace, you will find 7 different predefined standard roles which can be applied to new users. These are Administrator, User, Viewer, Annotator, Reviewer, Moderator, and Student. A table which displays the capabilities granted to each of these roles can be viewed by clicking on the Roles tab on the Admin page.

Different users have different capabilities. These can be viewed in the Roles tab on the Admin page.

When you set up a new workspace, you are automatically assigned the role of Administrator. Administrators are granted the full set of capabilities on the workspace. This includes the ability to invite new users and to manage their roles. 

By default, you will see the Administrator, User, and Viewer roles presented in the table. To add new standard roles to the table, click the Add button above the table. Roles can only be applied to users if they have been added to the table.

You can add new standard roles using the Add button.

The further 6 standard roles each have fewer capabilities available to them than the Administrator.

If you want a user to have a different set of capabilities to those which are included in these standard roles, an Administrator can either edit these roles or create a new role. 

Editing existing roles

You can edit the capabilities of an existing role by clicking on the Edit button, located below its name.

Edit the capabilities of each user role by clicking on the Edit button.

To add a capability to a role, simply tick the checkboxes of the capabilities that you wish to include. Once you are happy with your selections, click on the Save Changes button, located at the bottom of the page. If you change your mind, you can click Cancel instead.

Creating a new role

To create a new role, click on the New Role button located at the top-right of the table in the Roles tab. A new column will appear on the right-hand side of the table. Enter a name for your new role in the text box at the top of the column; then simply tick the checkboxes of the capabilities that you wish to include in the new role.

Click on the New Role button to add a new columns to the table.

Once again, click on Save Changes if you are happy with the role you have created.

In addition to creating a new role from scratch, you can also import previously created roles from other workspaces by clicking on the Import Roles... button.

If you have any remaining questions, please see our related articles on the right. If you don't find what you're looking for, you can contact us by clicking the Help button or selecting Submit a request.

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